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Key Responsibilities and Required Skills for Video Production Scheduler

💰 $55,000 - $80,000

Media ProductionProject ManagementCreative ServicesOperations

🎯 Role Definition

As a Video Production Scheduler, you are the logistical mastermind behind our creative vision. You will be at the heart of our production operations, orchestrating the complex dance of people, equipment, and timelines. This role is critical for ensuring our high-volume video content is produced efficiently, on time, and within budget. You will serve as the central point of communication for all scheduling matters, liaising with producers, creative directors, editors, and external vendors to create a clear and achievable path for every project in our pipeline. If you thrive in a fast-paced, collaborative environment and have a passion for bringing creative projects to life, this is the perfect opportunity for you.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Production Assistant / Coordinator
  • Project Coordinator (Creative Agency)
  • Office Manager (Production House)

Advancement To:

  • Senior Production Scheduler or Resource Manager
  • Production Manager
  • Post-Production Supervisor

Lateral Moves:

  • Creative Project Manager
  • Content Operations Specialist

Core Responsibilities

Primary Functions

  • Develop, manage, and meticulously maintain the master production calendar for all video projects, ensuring full visibility for all stakeholders.
  • Act as the central point of contact for all internal and external resource booking, including freelance and full-time crew (e.g., Directors, DPs, Editors, Motion Graphics Artists).
  • Skillfully schedule and coordinate all phases of the production lifecycle, including pre-production kick-offs, production shoots (on-location and in-studio), and post-production milestones.
  • Create, distribute, and update detailed call sheets and production schedules, ensuring all cast and crew have accurate, up-to-the-minute information.
  • Proactively identify and resolve scheduling conflicts, bottlenecks, and resource constraints to keep projects on track.
  • Coordinate the booking and logistics of production equipment, studio space, and location rentals, managing both internal assets and external vendor relationships.
  • Manage the post-production schedule, including assigning editors, colorists, and sound designers, and tracking progress through to final delivery.
  • Facilitate the trafficking of media and assets between various teams and production stages, ensuring a smooth and efficient workflow.
  • Collaborate closely with Producers and Project Managers to understand project scope, deliverables, and deadlines to build realistic and effective schedules.
  • Lead weekly scheduling meetings to review project statuses, forecast resource needs, and align departmental priorities.
  • Maintain and champion the use of our project management software (e.g., Asana, Frame.io, Monday.com) to track tasks, milestones, and communications.
  • Liaise with clients and internal stakeholders to schedule review and feedback sessions, ensuring timely approvals are received.
  • Manage the logistical arrangements for talent and crew, including travel, accommodations, and transportation when required for shoots.
  • Continuously forecast resource availability and capacity, providing leadership with insights to inform hiring and freelance budgeting decisions.

Secondary Functions

  • Assist Producers in tracking project costs related to crew, equipment, and location bookings to ensure adherence to budgets.
  • Onboard new freelance crew and vendors, ensuring they are familiar with our production workflows, technical standards, and communication protocols.
  • Help maintain the digital asset management (DAM) system by ensuring files are correctly named, organized, and archived post-project.
  • Compile and generate reports on resource utilization, project cycle times, and other key production metrics to identify areas for improvement.
  • Ensure all necessary legal and insurance documentation, such as talent releases, location permits, and certificates of insurance (COIs), are secured prior to production.
  • Participate in project post-mortems to provide feedback on scheduling and workflow efficiency, contributing to the continuous improvement of our production process.

Required Skills & Competencies

Hard Skills (Technical)

  • Project Management Software Proficiency: Expert-level knowledge of tools like Asana, Monday.com, Trello, or similar platforms for managing complex workflows.
  • Calendar & Scheduling Tools: Mastery of Google Calendar, Outlook, and specialized scheduling software like StudioBinder or Assemble.
  • Production Lifecycle Knowledge: Deep understanding of the entire video production process, from pre-production through to post-production and final asset delivery.
  • Industry Terminology: Fluent in the language of video production, including crew roles, camera/lighting equipment, and post-production terms.
  • Resource Allocation: Proven ability to manage and allocate human and technical resources effectively across multiple simultaneous projects.
  • Budgeting Basics: Familiarity with tracking expenses and managing resource costs against a project budget.
  • Digital Asset Management (DAM): Experience with DAM systems and best practices for file organization and media trafficking.

Soft Skills

  • Exceptional Organization: A natural ability to create order from chaos, with meticulous attention to detail and a systematic approach to tasks.
  • Superior Communication: Clear, concise, and professional communication skills, both written and verbal, for interacting with diverse teams and personalities.
  • Grace Under Pressure: The ability to remain calm, focused, and effective while juggling multiple priorities and tight deadlines in a fast-paced environment.
  • Proactive Problem-Solving: An aptitude for anticipating potential issues, identifying risks, and implementing solutions before they become major problems.
  • Adaptability & Flexibility: Capable of quickly pivoting and adjusting schedules in response to last-minute changes and unforeseen circumstances.
  • Interpersonal Acumen: Strong relationship-building skills to foster a positive and collaborative atmosphere with internal teams and external freelancers.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent, supplemented by significant, relevant professional experience.
  • Associate's Degree.

Preferred Education:

  • Bachelor's Degree

Relevant Fields of Study:

  • Film & Video Production
  • Communications
  • Media Studies
  • Project Management

Experience Requirements

Typical Experience Range:

  • 3-5 years of direct experience in a production coordination, resource management, or scheduling role within a creative environment.

Preferred:

  • Experience working within a fast-paced creative agency, commercial production house, or an in-house corporate video department.
  • A proven track record of successfully scheduling a high volume of concurrent video projects.
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